Terms of Service for Agencies

ROWANe is a multi-tenant operations platform for agencies and independent professionals. One organisation is one tenant (a “workspace”). A workspace can hold clients, projects, tasks, sprints, goals, documents, time logs, invoices, budgets, commitments, meetings and a client portal, and can be extended with integrations and AI features described below.

Each user account belongs to exactly one workspace. Your workspace’s data is stored separately from every other workspace: every record carries your organisation’s identifier and every query is scoped to it. Inside a workspace, administrators can restrict a team member or contractor to specific clients so they cannot see the rest.

• Eligibility. The Service is for business use. You must be at least 16 years old and able to enter a binding contract.
• Accurate details. Give us a real email address and keep your account details current. Verification links, security alerts and billing receipts go there.
• Credentials. You are responsible for your password, two-factor codes, recovery codes, API keys and MCP keys, and for everything done with them. Tell us at once at [email protected] if you believe an account has been compromised.
• Mandatory two-factor authentication. Workspace owners and admins must enable two-factor authentication before they can use their workspace. We may extend this requirement to other roles for security reasons.
• Sessions. Sessions are stored on our servers and can be revoked by you from Settings, or by us if we detect abuse. A revoked session stops working on its next request.
• IP allowlists. If your administrators configure an IP allowlist, requests from other addresses are refused. Locking yourself out through a misconfigured allowlist is your responsibility, though support will help you recover.

Everything you put into your workspace stays yours: client records, tasks, files, documents, invoices, time logs, messages and anything your clients send through the portal (your “Content”). We claim no ownership of it.

• Licence to operate. You grant us a limited licence to host, store, back up, index, display, transmit and process your Content only as needed to run the Service for you and your team, to provide features you turn on, and to comply with law. We do not sell your Content and we do not use it to train AI models.
• Your responsibility for it. You confirm you have the rights and any consents needed to upload your Content and to share it with the people you invite, including your clients and contractors.
• Your clients and contractors. When you invite a client to the portal or a contractor to a client workspace, you decide what they can see. You are responsible for those invitations and for the relationship with those people. We act on your instructions regarding their data, as the Privacy Policy describes.
• Public sharing. Some features (document share links, e-signature links, portal uploads) create links that work without a ROWANe account. Anyone holding such a link can use it until it expires or you revoke it. Treat them like the documents they open.

You agree not to, and not to let anyone using your workspace:

• break the law, infringe anyone’s rights, or upload unlawful, defamatory or malicious content;
• try to reach another workspace’s data, bypass permissions, or probe or disrupt our systems;
• share one account between several people, or resell or sublicense the Service;
• send spam or unsolicited messages through connected mailboxes, LinkedIn or the client portal;
• upload files you do not have the right to distribute, or use the e-signature feature to misrepresent who signed what;
• use the Service to build a competing product by copying its features, or scrape it with automated tools outside the documented MCP and API features;
• use AI features to generate content that is deceptive, harassing or infringing, or to make automated decisions about people that the law requires a human to make.

We may suspend or restrict a workspace that we reasonably believe breaks these rules. Where it is safe to do so we will tell you first and give you a chance to fix the problem.

You can connect third-party accounts to your workspace. Each connection is optional, is made by you or your administrators, and can be disconnected from Settings at any time.

• Atlassian Jira — import sprints and issues. Available only to the workspace owner.
• LinkedIn — draft and publish posts on your behalf. You are responsible for everything published.
• GitHub — link repositories and activity to tasks through the ROWANe GitHub App.
• Google and Microsoft — sign in with your account, and optionally connect a mailbox (Gmail, Outlook) or calendar so the Service can triage client email and show meetings.
• MCP and API keys — let your own AI agents and tools read and, if you allow it, write to your workspace under keys you mint and can revoke.

Each provider has its own terms, and you must comply with them. We are not responsible for a provider changing or withdrawing its service, and tokens we hold for a connection are used only for the purpose you connected it.

The Service includes AI features: the RoWA assistant, the daily brief, mailbox triage, delivery risk scans, drafting help and similar tools. They work by sending the relevant parts of your Content to a large-language-model provider and showing you the result.

• Outputs can be wrong. AI output is a suggestion, not advice. Check it before you act on it, send it to a client, or rely on it for a legal, financial or staffing decision.
• What is sent. Only the data needed for the request is sent, scoped to what the asking user is allowed to see. The providers we use, and how long they keep data, are listed in the Privacy Policy. Workspaces can bring their own provider keys, in which case that provider’s terms govern those calls.
• Usage limits. AI usage is metered per workspace by plan. When a cap is reached AI features pause until the next billing period or an upgrade.
• No training. We do not use your Content or your prompts to train models, and we use providers under terms that prohibit them from doing so.

The Service has a Free plan and paid plans (currently Essential, Advanced and Pro), billed monthly or annually in USD, EUR or INR. Plan limits and prices are shown in Settings → Billing before you pay.

• Paddle is the merchant of record. Payments are processed by Paddle.com Market Ltd and its affiliates (“Paddle”). Paddle is the seller on your receipt, charges your payment method, collects and remits sales tax and VAT, and handles refunds. Paddle’s Checkout Buyer Terms apply to every purchase alongside these Terms. We never see or store your card number.
• Automatic renewal. Paid plans renew automatically at the end of each billing period at the then-current price for your plan until you cancel. Paddle emails a receipt for every charge.
• Taxes. Prices shown exclude tax unless the checkout says otherwise. Paddle adds the tax your location requires. Give Paddle a valid business tax ID at checkout if you want it on your invoice.
• Upgrades and downgrades. Upgrades take effect immediately and Paddle charges the prorated difference for the rest of the period. Downgrades take effect at the next renewal. If a downgrade would put you over the lower plan’s limits, you keep what you have but cannot create more of the affected kind until you are within them.
• Failed payments. If a renewal fails, Paddle retries for a short period and emails you. During that time your workspace is marked past due. If payment still fails the subscription is cancelled and the workspace drops to the Free plan with its data intact; nothing is deleted because of a failed payment.
• Price changes. We can change prices for a future renewal with at least 30 days’ notice by email. If you do not accept the new price, cancel before it takes effect.
• Offers. Discounts and promotional offers may carry their own conditions, which are shown when you accept them.

• Cancel any time. A workspace owner or admin can cancel from Settings → Billing. Cancellation takes effect at the end of the paid period; you keep paid features until then and are not charged again. Cancelling does not delete your workspace.
• Refunds. Our Refund Policy sets out exactly when you can get your money back, including the 14-day guarantee on a first payment. Refunds are issued by Paddle to the original payment method.
• Statutory rights. Nothing in these Terms removes rights you have as a consumer under the law of the country you live in.

To fix a problem you report, authorised ROWANe staff may need to look at your workspace as you would see it. We only do this when you ask for help, or when we must to investigate a security incident or legal obligation.

• Every support session is attributed to a named staff member and written to an audit log you can request.
• Support sessions are read-only unless you explicitly ask us to change something, and that request is recorded.
• Staff are bound by confidentiality and access only what the ticket requires.

The Service, its software, design, documentation and trademarks belong to us or our licensors. These Terms give you a right to use the Service, not ownership of any part of it. You may not copy, modify, reverse engineer or create derivative works of it except where the law allows.

If you send us feedback or suggestions, we may use them without any obligation to you. Feedback never includes your Content.

We treat your Content and your workspace configuration as confidential. We disclose them only to the sub-processors listed in the Privacy Policy, to people you have invited, when you instruct us to, or when the law requires it. Where the law allows, we will tell you before responding to a legal demand for your data so you can challenge it.

• By you. A workspace owner can export the workspace’s data and delete the workspace from Settings at any time. Deletion is permanent: records, files, sessions and integrations are removed from all our systems within 30 days.
• By us. We may suspend or end your access if you materially breach these Terms, if we are required to by law, or if we shut the Service down. Except in cases of serious abuse or legal requirement we will give you at least 30 days’ notice and a way to export your data.
• Survival. Sections on your Content, intellectual property, confidentiality, disclaimers, liability and governing law continue after termination.

We work to keep the Service available, secure and accurate, and we publish incidents when they happen. Still, the Service is provided “as is” and “as available”. To the extent the law allows, we make no warranties, express or implied, including of merchantability, fitness for a particular purpose, non-infringement or uninterrupted operation.

Invoices, budgets, timesheets, e-signatures and AI output are tools you operate. We do not provide legal, tax or accounting advice, and you remain responsible for the accuracy of what you send your clients and authorities.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER WE NOR OUR SUPPLIERS ARE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, DATA OR GOODWILL, ARISING FROM OR RELATED TO THE SERVICE OR THESE TERMS, EVEN IF WE WERE TOLD THEY WERE POSSIBLE.

OUR TOTAL LIABILITY FOR ALL CLAIMS IN ANY 12-MONTH PERIOD IS LIMITED TO THE AMOUNT YOU PAID US FOR THE SERVICE IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR, IF YOU PAID NOTHING, 100 US DOLLARS.

These limits do not apply to liability that cannot be limited by law, including for death or personal injury caused by negligence, fraud, or wilful misconduct.

You will defend and compensate us against third-party claims, and the reasonable costs of dealing with them, that arise from your Content, your use of the Service in breach of these Terms, or your breach of a third-party provider’s terms through an integration you connected.

We may update these Terms. For material changes we will email workspace owners and show a notice in the app at least 30 days before the change takes effect, unless the change is required by law or needed to address a security risk, in which case it may take effect sooner. The “last updated” date at the top always tells you which version you are reading. Continuing to use the Service after a change takes effect means you accept it; if you do not, cancel and export your data before then.

These Terms are governed by the laws of India, without regard to conflict-of-law rules. The courts of India have exclusive jurisdiction over any dispute, except that either party may seek an injunction in any court to protect its intellectual property or confidential information.

If you are a consumer in the European Union or United Kingdom you also benefit from the mandatory consumer protections of your country of residence, and may bring proceedings there.

Before starting any proceedings, write to us at [email protected] and give us 30 days to resolve the problem. Most issues are resolved that way.

Questions about these Terms, a notice of breach, or a request for a signed Data Processing Agreement: [email protected].